Solid Waste Disposal And Recycling Services

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PORTSMOUTH SCHOOL DEPARTMENT

Request for Bids # PS18-22

Solid Waste Disposal

And

Recycling Services

Issue Date: August 28, 2018

Portsmouth School Department

29 Middle Road

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Portsmouth School Department

Request for Bids # PS18-22

Solid Waste Disposal and Recycling Services

NOTICE TO BIDDERS

The Portsmouth School Department is requesting bids from providers of Solid Waste Disposal and Recycling Services.

Sealed bids, clearly marked Solid Waste Disposal and Recycling Services Bid, must be received at the Portsmouth School Department Administration Building, 29 Middle Road, Portsmouth Rhode Island 02871, no later than 2:00 PM on September 13th_{, 2018, where they will be publicly opened and read} aloud.

Bids received after the stipulated date and time will not be accepted and will be returned unopened. Copies of the bid documents may be obtained at the Portsmouth School Department Administration Building, 29 Middle Road, Portsmouth Rhode Island 02871 or accessed from the Portsmouth School Department website: https://www.portsmouthschoolsri.org/Page/1617 .

No Bids may be withdrawn for a period of 60 calendar days subsequent to the date of the bid opening. The Portsmouth School Department reserves the right to waive any informality and to reject any and all bids or to accept any bids deemed to be in the best interest of the School Department.

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SCOPE OF WORK

The Portsmouth School Department (PSD or District) desires to contract with a Vendor to pick up and dispose of solid waste and recyclable materials from all District sites. The district is comprised of two (2) elementary schools, one (1) middle school, one (1) high school and one (1) administration building.

District Location Listing

1. Portsmouth High School

120 Education Lane

Portsmouth, RI 02871

2. Portsmouth Middle School

125 Jepson Lane

Portsmouth, RI 02871

3. Melville Elementary School

1351 West Main Road

Portsmouth, RI 02871

4. Hathaway Elementary School

53 Tallman Avenue

Portsmouth, RI 02871

5. Portsmouth School Department Administration Building

29 Middle Road

Portsmouth, RI 02871

Required Solid Waste and Recycling Containers Listing

All solid waste and recycling bins, totes and dumpsters (collectively referred to as “containers”) will be provided by the Vendor. The District requires the following containers to collect solids waste and mixed recyclables including cans, glass, plastic, mixed paper, cardboard and newspaper amongst other

recyclable materials. Portsmouth High School

Type Qty

Solid Waste Dumpster – 10 Yard 1 Solid Waste Dumpster – 8 Yard 1 Recycling Dumpster – 8 Yard 1 Recycling Bins – 96 Gallon 22

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4 Portsmouth Middle School

Type Qty

Solid Waste Dumpster – 10 Yard 1 Recycling Dumpster – 8 Yard 1 Recycling Bins – 96 Gallon 21 Hathaway Elementary School

Type Qty

Solid Waste Dumpster – 8 Yard 1 Recycling Dumpster – 6 Yard 1 Melville Elementary School

Type Qty

Solid Waste Dumpster – 6 Yard 1 Recycling Dumpster – 6 Yard 1 Administration Building

Type Qty

Solid Waste Dumpster – 6 Yard 1 Recycling Dumpster – 6 Yard 1

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Solid Waste Disposal and Recycling Services Pick Up Schedule

The District requires a waste pick up at each of its locations as listed below. School Year – September 1st_{through June 30}th

Pick Up Schedule

Container September 1st through June 30th Size # per Week Mon Tue Wed Thur Fri Portsmouth High School

Solid Waste Dumpster 10 Yard 5 x x x x x

Solid Waste Dumpster 8 Yard 1 x

Recycling Dumpster 8 Yard 1 x

Recycling Bins 96 Gallon As Needed

Portsmouth Middle School

Solid Waste Dumpster 10 Yard 3 x x x

Hathaway Elementary School

Solid Waste Dumpster 8 Yard 2 x x

Melville Elementary School

Administration Building

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6 Summer – July 1st_{through August 31}st_:

All containers must be maintained in good working condition by the Vendor. Additionally, the Vendor shall change any container, provide any cover, and provide lock bars within 48 hours of any request by the District. Upon 24-hour notice, the District may reduce or increase the number of pick-ups for each container and the District will be obligated to pay only for the bin services actually received.

Specifications

i. District personnel shall place all materials in containers supplied by the Vendor.

ii. Dumpsters are to be kept covered and locked at all times to avoid vandalism, fire and illegal dumping. The Vendor will supply locks for all doors for the dumpsters. Damaged dumpsters and covers will be repaired/replaced as requested by the District.

iii. The Facilities Director and/or designee shall have approval over all collection schedules at District sites. No route schedules shall be changed without the approval from the Facilities

Pick Up Schedule Container July 1st through August 31st

Size # per Week Mon Tue Wed Thur Fri Portsmouth High School

Portsmouth Middle School

Hathaway Elementary School

Melville Elementary School

Administration Building

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7 Director and/or designee.

iv. Disposal Sites:All rubbish and recyclables shall be transported to an approved disposal site(s). v. The Vendor shall provide a list of all vehicles to serve the District as collection vehicles,

complete with vehicle identification number.

vi. All collection equipment must be maintained and operated in compliance with all local and state statutes, ordinances and regulations. A maintenance log must be kept and be available to the District upon request. All collection equipment shall be equipped to totally cover and secure loads to prevent material blowing or falling out during collection and hauling.

vii. The Vendor agrees that during the term of this agreement they will collect and remove rubbish and recyclables in a clean and proper manner, removing all spilled material from the immediate area near the container.

viii. All collection equipment shall be clearly identified by prominently displaying the Vendor’s name on each side of the equipment.

ix. Cleanup on Route/Spillage: The Vendor shall pick up all blown, littered and broken material resulting from the collection and hauling operations.

x. The Vendor shall provide sufficient personnel for all pick-ups to be completed in a timely manner between the hours of 7:00 AM and 5:00 PM daily. Times may be permanently altered only with the approval of the Facilities Director and/or designee.

xi. Appearance, Identification & Conduct of the Collection Crew: The Vendor shall assure that all collection crew workers are suitably and adequately attired. Workers shall wear or carry identification and shall at all times conduct themselves in a professional manner.

xii. The Vendor shall not perform, promote or solicit other residential recycling services in the District without prior written permission of the District.

xiii. The Vendor shall not have the right to sell, assign, or transfer any rights or duties under this contract without prior written consent of the District.

TERMS AND CONDITIONS

1. RECEIPT AND OPENING OF BIDS:

Sealed bids, clearly marked Solid Waste Disposal and Recycling Services Bid, must be received at the Portsmouth School Department Administration Building, 29 Middle Road, Portsmouth Rhode Island 02871, no later than 2:00 PM on September 13th_{, 2018, where they will be publicly} opened and read aloud.

Bids received after the stipulated date and time will not be accepted and will be returned unopened.

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8 Copies of the bid documents may be obtained at the Portsmouth School Department

Administration Building, 29 Middle Road, Portsmouth Rhode Island 02871, or accessed from the Portsmouth School Department website: https://www.portsmouthschoolsri.org/Page/1617. No Bids may be withdrawn for a period of 60 calendar days subsequent to the date of the bid opening.

2. PROPOSAL SUBMISSION REQUIRMENTS AND INSTRUCTIONS: All bids must include the following items:

i. Company Profile & Key Personnel (Attachment A) ii. Relevant Experience and References (Attachment B) iii. Non Collusion Form (Attachment C)

iv. Pricing Proposal (Attachment D) v. Proof of Insurance Coverage

A total of three copies of the proposal must be submitted. 3. PRICING PROPOSAL:

Each cost proposal must be submitted on the Pricing Proposal Form (Attachment D) and included in the sealed bid envelope. All blank spaces for bid prices must be filled in using ink or typewritten. The prices included in the bid are irrevocable for 60 days. After award by the Portsmouth School Committee, said prices shall remain firm and fixed for the duration of the contract.

4. BID AWARD AND EVALUATION CRITERIA:

Proposals will be scored based on the following criteria and weights: i. Relevant Experience and References: 0 - 25 points

ii. Price Proposal (combined cost for all three years): 0 - 75 points iii. Total maximum points available for evaluation: 100 Points

The Price Proposal Score = (lowest bid/bid for firm being evaluated) X 75 points (maximum of 75 points for the lowest Price Proposal).

The contract will be awarded, subject to School Committee approval, to a qualified responsive bidder whose proposal is determined to be in the best interest of the District by applying the evaluation criteria described above.

The District may make such investigations as it deems necessary to evaluate and determine the ability of the bidders to perform the work, and the bidders shall furnish to the District all such information and data for this purpose as may be requested.

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9 accept any bids deemed to be in the best interest of the School Department.

5. CONTRACT TERM:

The contract will be awarded for three (3) years starting November 1, 2018 and ending October 31, 2021. The District, at its sole discretion, may negotiate up to two (2) additional one-year contract extensions.

6. QUALIFICATIONS AND RESPONSIBILITIES OF THE BIDDER:

i. Bidders shall be skilled, experienced and regularly engaged in the kind of work to be performed and shall have the necessary equipment, workforce, facilities and capital to properly execute the work within the time allowed.

ii. The bidder shall at all times provide sufficient personnel and appropriate equipment to maintain the established schedule of collections.

iii. The bidder shall pick up a dispose of waste materials and recycle products according to the schedule included in this bid document.

iv. The bidder shall obtain and pay for all permits and licenses, pay all taxes, and comply with all laws, regulations and ordinances relating the solid waste and recycling services requested.

v. The bidder shall be responsible for all damages to persons, and/or property that occur in connection with carrying out their work.

vi. The bidder must maintain and supply to the District a monthly log with the recorded volume and weight of each container, delineated between solid waste and recyclables. vii. The bidder shall not subcontract the whole or any portion of this work without prior

written approval of the District 7. BILLING AND PAYMENT:

i. At the end of each month, an itemized invoice for Regularly Schedule Service will be sent to the Portsmouth School Department Administration Building, Attention Accounts Payable. Invoices must show the individual schools/sites serviced, the dates of service, and the number of each type of container picked-up. The invoiced amount will be for 1/12th_{of the annual contractual amount. Payment will be made within thirty (30) days} of invoice date. Deductions will be made for service missed or not picked up.

ii. Special pick-ups and “as needed” 96 gallon recycle bin pick-ups shall be invoiced and itemized separately from the normally scheduled service. Special pick-ups and “as needed” pick-ups will be billed monthly at the bid rate and the invoices shall show the service date, service location, type and number of containers picked up and applicable rate. Payment will be made within thirty (30) days of invoice date.

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10 8. TAX EXEMPTIONS:

The Portsmouth School Department is exempt from Federal Excise and State Sales Tax. The prices bid must be exclusive of taxes.

9. TECHNICAL POINT OF CONTACT, QUESTIONS AND ADDENDA

Matt Murphy, Facilities Director for the Portsmouth School Department is the Technical Point of Contact. Questions regarding this solicitation must be submitted in writing, via email, to the Facilities Director at [email protected], by September 5th_{, 2018, and must} include the bidder’s company name, address, phone number and contact person. On

September 7th_{, 2018, answers to questions received by the stated date and time will be posted} to the district’s website, https://www.portsmouthschoolsri.org/Page/1617, as an addendum to this solicitation. Questions received after the stipulated time and date will not be answered. 10. INDEMNIFICATION

The bidder will indemnify and hold harmless the District and its agents and employees from and against all claims, damages, losses, and expenses including attorney’s fees arising out of or resulting from the negligent acts, errors, or omissions in the performance of the Solid Waste and Recycling Services described in this document by the Contractor, its officials, employees, agents, and subcontractors.

11. NON COLLUSION

All proposers shall submit a Non-Collusion Affidavit with their proposals (Attachment C). Failure to submit this form shall render the proposal as non-responsive and will result in the rejection of the bid. If the District has reason to believe that collusion exists among proposers, the District reserve the right to refuse to consider proposals from participants in such collusion. 12. INSURANCE REQUIREMENTS

During the entire term of this contract, the Bidder shall procure, pay for and keep in full force and effect, the following types of insurance:

a. Workers’ Compensation: 1. State – Statutory Limit

2. Employer’s Liability – $500,000 or as required by the State of Rhode Island if different

b. Comprehensive General Liability – All Risk, No Deductible 1. Bodily Injury:

i. $1,000,000 Each Occurrence ii. $5,000,000 Annual Aggregate 2. Property Damage:

i. $1,000,000 Each Occurrence ii. $5,000,000 Annual Aggregate c. Automobile Liability

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11 1. Bodily Injury

i. $1,000,000 Each Person ii. $2,000,000 Each Occurrence 2. Property Damage

i. $1,000,000 Each Occurrence

The Portsmouth School Department and Town of Portsmouth shall be listed as Additional Insured on all Certificates of Insurance.

Each insurance policy required by this clause shall be endorsed to state that the coverage shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except 30 days’ prior written notice by certified mail, return receipt requested, has been given to the Portsmouth School Department.

13. NOTICE OF CONSEQUENCES OF CONTRACTORS FAILURE TO PERFORM:

i. The Contractor shall establish a procedure for logging (receiving and recording in writing) and responding to PSD complaints of missed collections. The form of such log to be approved by the Facilities Director and available for inspection during normal business hours. Any complaint of missed collection received by 10:00 am shall be serviced on the same date. Any complaint of missed collection received after 10:00 am shall be serviced within 24 hours.

ii. If at any time the Contractor fails to collect the rubbish and recyclables or other items required in accordance with the terms of this contract, or to perform any other obligation imposed by this contract, then in that case, the PSD has the right declare this contract terminated and at an end.

iii. In the event of impassable or hazardous road conditions due to inclement weather conditions resulting from rain, snow, ice or other uncontrollable forces of nature or nature or effects of man-made catastrophes, the Contractor shall call to seek and clarify postponement of collection of materials as regularly scheduled. The Facilities Director shall determine if regular collection shall be suspended, delayed or postponed. 14. TIME AND SCHEDULE REQUIREMENTS

i. Collection service by all vehicles will begin no earlier than 7:00AM. All collections for each scheduled day shall be completed by 5:00 PM.

ii. Should a collection day fall on a holiday, the Contractor agrees to collect the refuse obligated for pick up on said holiday, by altering his/her five-day work week to include Saturday and shift all collection one day further out from the holiday. For example, for a Monday holiday, collection shall be on Tuesday; Tuesday's collection shall be on

Wednesday, and so forth through Friday's collection, which shall be shifted to Saturday. 15. NON DISCRIMINATION STATEMENT

The PSD does not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion, disability, age, sexual orientation, gender identity or expression, citizenship, or

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12 status as a disabled veteran, or past or present honorable military service with respect to access to, the provision of, or employment in its educational services, programs and activities, including admissions, athletics and other programs.

16. COMPLIANCE WITH LAWS

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Attachment A

Company Profile

Name of Business:__________________________________________________________________

Physical Address of Business:_________________________________________________________

Mailing Address (if different):_________________________________________________________

Owner:____________________________________________________________________________

First Name Last Name

Years in Business: _______________________

Key Personnel

(please include 24 hour on call personnel)

1. ________________________________________________________________________________

Name Title Contact Number Yrs. Experience

2__________________________________________________________________________________

Name Title Contact Number Yrs. Experience

3.__________________________________________________________________________________

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Attachment B

Relevant Experience and References

List three clients for which your firm currently provides Solid Waste Disposal and Recycling Services similar in size and scope to the services requested by the District in this bid document.

1. Client Name: ______________________________________________________________________

Approximate Annual Client Contract Cost: _________________________________________________

Years Serviced: _______________________________________________________________________

Types of Services Provided: _____________________________________________________________

Reference Check Contact Information: _____________________________________________________

Name Phone No. Email

2. Client Name: ______________________________________________________________________

Years Serviced: _______________________________________________________________________

Name Phone No. Email

3. Client Name: ______________________________________________________________________

Years Serviced: _______________________________________________________________________

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ATTACHMENT C

Non-Collusion Form

CERTIFICATE OF NON-COLLUSION FOR:

Solid Waste Disposal and Recycling Services

The undersigned certifies under penalties of perjury that this bid or proposal has been made and

submitted in good faith and without collusion or fraud with any other person. As used in this

certification, the word "person" shall mean any natural person, business, partnership,

corporation, union, committee, club, or other organization, entity, or group of individuals.

___________________________________________, duly authorized ________________________ Signature of individual submitting bid or proposal Date

___________________________________________ Name of business

___________________________________________

Address

______________________ ____________ ________________ _____________________

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ATTACHMENT D – PAGE 1 OF 2

Pricing Proposal

Pursuant and in compliance with all of the requirements contained in the bid document entitled “Solid Waste Disposal and Recycling Services” issued by the Portsmouth School Department on August 28, 2018, the undersigned hereby offers to furnish all labor, equipment, materials, supplies, supervision and other facilities and things necessary or proper for or incidental to the performance of the requested services for the fixed prices submitted on this Pricing Proposal sheet.

The undersigned further attests that they are fully informed in regard to all conditions pertaining to the work and in regard to the sites where it is to be done, made their own examination and estimates and from them, makes this proposal.

The bid is valid and cannot be withdrawn for sixty (60) calendar days after the bid opening date.

Proposed Pricing

Weekly Scheduled Service

Pick-Up Pick-Up Yearly Yearly Yearly Total Container Schedule Schedule Cost Cost Cost Cost

Year 1 Year 2 Year 3 Years 1-3 Size (Sep-June) (July-Aug) 11/1/18 - 10/31/19 11/1/19 - 10/31/20 11/1/20 - 10/31/2021 11/1/18 - 10/31/21 Portsmouth High School

Solid Waste Dumpster 10 Yard 5xW 2xW Solid Waste Dumpster 8 Yard 1xW 1xW Recycling Dumpster 8 Yard 1xW 1xW Portsmouth Middle School

Solid Waste Dumpster 10 Yard 3xW 2xW Recycling Dumpster 8 Yard 1xW 1xW Hathaway Elementary School

Solid Waste Dumpster 8 Yard 2xW 2xW Recycling Dumpster 6 Yard 1xW 1xW Melville Elementary School

Solid Waste Dumpster 6 Yard 2xW 2xW Recycling Dumpster 6 Yard 1xW 1xW Administration Building

Solid Waste Dumpster 6 Yard 1xW 1xW Recycling Dumpster 6 Yard 1xW 1xW

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ATTACHMENT D CONTINUED – PAGE 2 OF 2

Pricing Proposal Continued

Special and As Needed Cost per Pick-Up:

November 1

st

_{– October 31}

st

Solid Waste Container

Cost Per Pick-Up

Recycling Container

Cost Per Pick-Up

10 Yard Dumpster $ 8 Yard Dumpster $

8 Yard Dumpster $ 6 Yard Dumpster $

6 Yard Dumpster $ 96 Gallon Bin $

Bidder Company Name_________________________________________________________________

Signature____________________________________________________________________________

Address______________________________________________________________________________

City/Town ___________________________________________State________________ Zip _________

Telephone No._____________________________________

The bidder is a (an)____________________________________________________________ Individual/Partnership/Corporation